Processing of personal data at Oulu University Library
Library lending services
Data protection notice
Data controller
University of Oulu
P.O. Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
We use your personal data to manage your customer relationship with the lending service:
- supervision of borrowing and borrowing rights
- compilation of statistics, which do not include person level data
- sending of customer notifications
- collection of unreturned items
Lawful grounds for processing your personal data
We process your personal data on the basis of a contractual relationship for customer service purposes, which require disclosure of personal data.
Personal data and storage periods
The data stored in the register and their storage periods.
Data group |
Storage period |
| Library user’s name | Duration of customership |
| Library user’s social security number, or in its absence date of birth | Duration of customership |
| Library user’s contact details (postal address, telephone number and email address) | Duration of customership |
| Library user’s Haka identifier and for staff members (University of Oulu and Oulu University of Applied Sciences) its expiry date | Duration of customership |
| Library user’s language of communication | Duration of customership |
| Library user’s patron category and statistical category | Duration of customership |
| Library user’s library card number | Duration of customership |
| Library user notes | As needed |
| Library user’s borrowing history | Library items’ borrowing history is retained for two years |
| Messages sent to library user (email) | No more than two years |
| Library user’s payment history | Duration of customership |
| Library user’s requests | Two years |
| Change history of library user's information | Duration of customership |
The personal data are deleted three years after the last customer transaction, if there are no unfulfilled obligations. An exception to this are the staff of the University of Oulu and Oulu University of Applied Sciences, whose data are stored for the duration of the employment relationship.
Sources of personal data
New library users: The personal data are mainly obtained from the individual herself, or, with the individual’s consent, from the student and study information registers and human resources management systems of the University of Oulu and Oulu University of Applied Sciences.
Updating of the personal data of existing library users: You can update your contact details (street address, telephone number and email address) through Oula-Finna. An exception to this are the staff of the University of Oulu and Oulu University of Applied Sciences, whose data are regularly updated from the human resources management systems of the respective organizations. The patron category of students of the University of Oulu and Oulu University of Applied Sciences is updated on the basis of information available in the student and study information registers.
If a library user cannot be reached using the contact details in the customer register, library staff may, if necessary, verify the contact details in the data systems of the University of Oulu or Oulu University of Applied Sciences, the Digital and Population Data Services Agency or other address or telephone number lookup service, based on an agreement between the library and the library user.
Recipients of personal data
The personal data are uploaded to the server of Ex Libris Ltd., which is located in Europe. Oulu University Library and Ex Libris, the supplier of the library system, have signed an agreement on the processing of personal data.
Some personal data of the library users who use the Tuudo mobile application are recorded in the data systems of Tuudo Oy (data protection notice).
Some of the personal data of the library users using the interlibrary service are transferred to the WebKake interlibrary service application.
When you pay library fees via our website some of your personal data are disclosed to Paytrail Plc.
Some personal data are disclosed to the Financial Services of the University of Oulu or OSAO in connection with the invoicing of unreturned library items.
The online library system is built on the Finna platform (data protection notice).
The data will not be transferred outside the EU or EEA.
Your rights
You can verify your personal data by logging into your Oula-Finna account. Requests to verify other data than those visible in Oula-Finna should be sent by e-mail to: kirjaamo@oulu.fi.
You have a right to request access to your personal data and to have them corrected. In certain situations you have a right to request erasure of your personal data or restriction of their processing.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman.
Acquisitions services for library users
Data protection notice
Data controller
University of Oulu
P.O: Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
We use your personal data when you suggest publications for purchase by the library’s acquisitions services. The purpose of using the data is to communicate with you on matters related to the purchase of publications and to allocate the orders to the appropriate unit.
Lawful grounds for using your personal data
We process your personal data on the basis of a contractual relation for customer service purposes, and the service requires disclosure of personal data.
What personal data are processed?
Depending on the nature of the acquisition suggestion for example the following personal data are collected: name, library card code, email address, faculty or unit responsible. All data are not mandatory and in certain cases an acquisition suggestion can also be submitted anonymously.
Recipients of personal data
We disclose your personal data for invoicing purposes to the Financial Services of the University of Oulu, if a publication is purchased with funds provided by a faculty or research group.
Length of time your personal data are retained
Your personal data are retained as long as it is necessary for the acquisition process.
Sources of personal data
Your personal data are obtained from you.
Your rights
You have a right to request access to your personal data and to have them corrected. In certain situations you have a right to request erasure of your personal data or restriction of their processing.
Requests for verification of personal data should be submitted by email to: kirjaamo@oulu.fi.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman
Library’s interlibrary service
Data protection notice
Data controller
University of Oulu
P.O. Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
We process your personal data to manage your customer relationship with the interlibrary service, and to communicate with you on matters related to interlibrary service.
Lawful grounds for processing your personal data
We process your personal data on the basis of a contractual relation for customer service purposes, and the service requires disclosure of personal data.
What personal data are processed?
The following personal data are collected: name, address, telephone number, email address and library card number.
Recipients of personal data
Your personal data are entered into the WebKake interlibrary service application, whose server is located in Ireland.
We disclose your personal data for invoicing purposes to the Financial Services of the University of Oulu. The data will not be transferred outside the EU or EEA.
Length of time your personal data are retained
Your personal data and request history will be deleted 6 years after the last customer transaction, if you do not have any unfulfilled obligations. Messages sent via WebKake are retained for two months.
Sources of personal data
Your personal data are obtained from you or from the library system.
Your rights
You have a right to request access to your personal data and to have them corrected. In certain situations you have a right to request erasure of your personal data or restriction of their processing.
Requests for verification of personal data should be submitted by email to: kirjaamo@oulu.fi.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman
University of Oulu research information system (OuluCRIS)
Data protection notice
Data controller
University of Oulu
P.O. Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
- The research information system contains information on the scientific and artistic activity of the staff of the University of Oulu and researchers otherwise affiliated to the university (scholarship researchers, postgraduate students etc.).
- The data on research activity are public, with the exception of data separately agreed upon with the funder.
- The research information system is used to generate both statistical reports for the evaluation and development of the activity of the university and its units, as well as data for external reporting needs (e.g. the publication data collection of the Ministry of Education and Culture).
- The university compiles statistics based on the data contained in the system and analyses the data for the purpose of evaluating and developing research activity.
- The research information system is used to showcase the university’s activity and to disseminate information to national information portals maintained by the Ministry of Education and Culture.
Lawful grounds for processing your personal data
The processing of personal data is based on the legal obligation stipulated in the EU General Data Protection Regulation (EU 2016/679): The university must provide the Ministry of Education and Culture with the data necessary for the evaluation, development, statistics and other supervision and steering of education and research (Universities Act 558/2009, Section 51). In accordance with public interest the university also processes, compiles statistics on and analyses the data associated with its research activity and societal interaction to fulfill the duties stipulated in the Universities Act (558/2009, Section 2).
The legal basis for the transfer of both publication data and latest employment data to the ORCID service is the consent of the data subject (Article 6(1)(a) of the EU Data Protection Regulation).
Users manage their consent in the research information system, which saves the current state of the consent. After the user has given her consent for the transfer of her publication data, all her accepted publication data are henceforth automatically transferred to the ORCID service.
Users can withdraw their consent at any time, meaning that new publication data is no longer automatically transferred. Previously transferred publication data are not removed from the ORCID service, however.
The transfer of data can be carried out only when the user has a valid ORCID identifier which has been entered into the research information system.
What personal data are processed?
Mandatory personal data: Name, research unit, telephone number, e-mail address, title, duration of employment, employee identifier and username.
Voluntary: Previous name, academic degree, ORCID identifier, fields of research and art, language skills, online profile addresses (e.g. personal website, LinkedIn and ResearchGate profiles), areas of expertise, photograph.
The social security number and research unit and employment information are not publicly displayed. Users can restrict the public visibility of their telephone number and e-mail address at their own discretion. They can also hide their whole researcher profile from public view.
The data included in the user profiles are
- publications
- research data metadata
- international visits and hosting of visits
- other research activities
- conferences organised by the University of Oulu
Recipients of personal data
The personal data are stored on the server of Solenovo, the system provider of the OuluCRIS system.
The OuluCRIS research information system is integrated with the data repository and reporting system of the University of Oulu, into which data is transferred from OuluCRIS.
The data are submitted to the OuluREPO publication repository.
The data on international visits are disclosed to the KOTA data collection of the Finnish Ministry of Education and Culture/Finnish National Agency for Education.
The research information system can generate, via an application programming interface, lists of publications and other output, which can for example be published on any website
The data are further submitted to the Research Information Hub of the Ministry of Education and Culture (Research Information Hub Act 1238/2021, sections 3 and 4; metadata and abstracts on publications and other research outputs, metadata and descriptions of research materials, metadata on research infrastructures and research actors, metadata and abstracts on research projects and research funding, information about researchers and their other research activities and merits). The processing of personal data is based on the legal obligation to which the controller is subject (Article 6(1) (c) of the EU General Data Protection Regulation). Privacy policy of the Research Information Hub: https://research.fi/en/privacy
From the Research Information Hub the data are further submitted to the Open AIRE portal and the OpenAPC service.
Accepted publication data and the latest employment relationship data are transferred with the user’s consent to the international ORCID service. The processing of data in ORCID is governed by the service’s own data protection practices. Please note that the ORCID servers are located outside the EU and EEA.
The data in the research information system are not otherwise transferred outside the EU or EEA. The public OuluCRIS research information system is openly accessible with a web browser. If you wish, you can hide your researcher profile from public view.
Personal data retention period
The personal data retention period is not restricted, because the data are needed for both scientific research, statistical purposes and evaluation of the university’s activity.
As a part of the data life cycle management, user profiles that do not include any publications, research activities or other output, and whose owners have not been employed by the university during the past five years, are removed from the research information system.
Sources of personal data
The individuals themselves, University of Oulu human resources management system, University of Oulu student and study information register, citation databases (e.g. Web of Science, Scopus, Arto, Medic, Journal.fi, PubMed, OpenAlex, Metax, DataCite).
Processing personal data in automated decision-making, including profiling
The data are not used for profiling. The processing does not involve automated decision-making.
General description of the technical and organisational protection measures
The software and hardware system of the publication repository is administered by Solenovo Oy. Oulu University Library has signed an agreement with Solenovo on the processing of personal data.
The University of Oulu is responsible for the contents of the OuluCRIS research information system, such as the entry and management of data. System administrators at Oulu University Library are authorized to process the personal data.
Your rights
You can verify that your publicly available personal data are correct via the system’s online user interface. Requests to verify other than publicly available information should be sent by e-mail to: kirjaamo@oulu.fi.
You have a right to request access to your personal data and to have them corrected.
In certain situations you have a right to request erasure of your personal data or restriction of their processing, or to object to their processing. Author data for publications published by the University of Oulu are retained permanently.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman
University of Oulu repository (OuluREPO)
Data protection notice
Data controller
University of Oulu
P.O: Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose and lawful grounds for processing your personal data
In accordance with the principles of open science the publication repository publishes and distributes publications of the university and related data in real time to national and international open access publication portals (e.g. Finna, OpenAire, BASE, NDLTD).
The processing of your personal data is based on article 6, section 1e of the EU General Data Protection Regulation; the processing is necessary for the performance of a task carried out in the public interest.
In accordance with public interest the university also processes, compiles statistics on, analyses and publishes data associated with its research activity and societal interaction to fulfill the duties stipulated in the Universities Act (558/2009, Section 2). The data on research activity are public, and the university uses them to communicate information about its research activity in accordance with good scientific practice. According to Section 20 of the Act on the Openness of Government Activities the university shall promote the openness of its activity and see to it that the documents or the pertinent indexes which are essential to the general public’s access to information are available for example in public data networks.
Types of personal data processed
Personal name and its different versions, personal identifiers in the university’s information systems and international researcher identifiers, unit information. The information linked to persons in the repository are publications, projects, funding, and research data.
Regular sources of information
Research information system OuluCRIS
Thesis process management system Laturi
Processing and protection of sensitive personal data
No sensitive personal data are processed.
Length of time personal data are retained and erasure of unnecessary personal data
The personal data included in the material stored in the repository are retained permanently.
Automated processing and profiling of personal data
The data are not used for profiling. The processing does not involve automated decision-making.
Regular disclosure of data
The data are published in the publication repository https://oulurepo.oulu.fi, where they are publicly available, through various interfaces (RSS, OAI-PMH), to create publication, person and project lists on any website.
Transfer of data outside the EU and EEA
The personal data included in the publications are published in the repository, where they are publicly available for reading anywhere in the world.
Register protection principles
The software and hardware system of the publication repository is administered by the National Library of Finland. Oulu University Library has signed an agreement with the National Library of Finland on the processing of personal data.
The University of Oulu is responsible for the contents of its publication repository, such as the entry and management of data. System administrators at Oulu University Library have the right to process the personal data.
The personal data are published in the publication repository, where they are publicly available for reading.
Your rights
The personal data included in the publication repository are retained permanently.
You have a right to request access to your personal data and to have them corrected. In certain situations you have a right to request erasure of your personal data or restriction of their processing.
Requests for verification of personal data should be submitted by email to: kirjaamo@oulu.fi
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman
Library’s chat service
Data protection notice
Data controller
University of Oulu
P.O. Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
The Oulu University Library chat service provides personal advice and instructions on library-related matters. The questions asked in chat are answered by a member of a team of experts in the library. Each expert has a personal user account for the service.
You can use the chat anonymously and you do not have to be a library user to use the service. If your question concerns for example making reservations or renewing your loans, you will have to provide identification, such as your library card number.
The expert may start a Zoom online meeting from chat if you agree to it. The meetings are not recorded.
If the expert is unable to answer your question during the chat discussion, she may create an advice-related ticket in the chat backend service. Your contact information is included in the ticket, so that the expert will be able to contact you when she can give an answer to your question. A ticket is also created when an expert is not present in the chat service and the customer leaves a question and her contact information in the chat.
All chat discussions are recorded to ensure the quality of advice and correctness of answers given to customers. The recordings may be used in training aimed at improving customer service and in the development of the service. Anonymised chat discussions are also used for statistical purposes.
Lawful grounds for processing your personal data
Lawful grounds for processing personal data: The processing is necessary for the performance of a task carried out by the university in the public interest (GDPR, article 6, paragraph 1e).
According to the Universities Act the mission of the University of Oulu is to promote independent academic research as well as academic and artistic education, to provide research-based higher education and to educate students to serve their country and humanity at large. For these purposes Oulu University Library provides services and advice. As stipulated in the Administrative Procedure Act, universities have duty to provide their customers with advice on dealing with administrative matters and respond to questions and enquiries concerning the use of their services.
Personal data and retention periods
The recorded data consist of the information provided by the customer, recorded discussion and identifiers automatically generated by the system.
Data recorded in the chat discussion
- Exchange of messages between customer and expert and its time
- Name or nickname given by the customer. If the information is missing, the system generates a user identifier.
- E-mail address provided by the customer. Non-mandatory information.
- Initial question asked by the customer.
- Customer’s IP address, browser, browser’s user agent, operating system
- Page where the chat was launched from and the chat service window’s identifier
- Team processing the chat service request
- Expert’s name
- Time when chatting started, wait time, chatting duration, message count
- Internal comment added to the chat by the expert
- Tags added by the expert
- Service ticket identifier, if the expert has created an advice request based on the chat
Data retention period: 3 months
Advice request (ticket) includes
- Team or expert processing the request
- Customer’s name or nickname. If the information is missing, the system generates a user identifier.
- Customer’s e-mail address
- Internal comment on the advice request
- Chat discussion between the customer and the expert and its time
- Reply sent to the customer and possible attached file
- Customer’s reply to the advice request
- Tags added by the expert
Data retention period: 3 months
The customer’s personal data and the exchange of messages between the customer and the expert are automatically deleted from chat discussions and advice requests after 3 months.
Sources of personal data
The individuals themselves: Information given by the person to the customer service person during the chat discussion.
If the customer’s question concerns her customer relationship with the library or her studies, the library staff may, if necessary, verify information in University of Oulu or Oulu University of Applied Sciences information systems.
Recipients of personal data
The personal data are stored on the server of Springshare, the provider of the chat service, which is located in Europe. Data protection notice: https://springshare.com/privacy.html and GDPR compliance: https://springshare.com/gdpr.html.
Your data will not be transferred outside the EU or EEA.
Your rights
You have the right to request access to your personal data and to have them corrected. In certain situations you also have a right to request erasure of your personal data.
Requests by e-mail to: kirjaamo@oulu.fi.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman.
Last updated 20.1.2023
Library Publishing Services
Data protection notice
Data controller
University of Oulu
P.O. Box 8000, 90014 University of Oulu
Contact person for the register
Library director Minna Abrahamsson-Sipponen
Contact details of the data protection officer
DPO@oulu.fi
Purpose of using your personal data
We process personal data to provide the following services:
Publishing in the series Acta Universitatis Ouluensis and University of Oulu Study Materials
Oulu University Library is responsible for the publishing process of the series Acta Universitatis Ouluensis and University of Oulu Study Materials. The tasks involved include e.g. receiving the publishing agreement and submitting it to the UniOulu Sign service for signing, procedures related to page layout, production of covers, submitting the material to the faculty-specific series editor, and production of the electronic version and its publishing in the University of Oulu publication repository. The library is also responsible for sending the material to the printing house and storing a printable version e.g. for possible reprints.
When a doctoral thesis is published in the series Acta Universitatis Ouluensis, the aim is to provide a high-quality, quick and reliable process, where the doctoral candidates are guaranteed to get all the help and support they need. To evaluate the quality of the publishing process and to recognise possible development needs, Oulu University Library collects feedback on the doctoral thesis publishing process by means of a Webropol survey sent to everyone who has published their doctoral thesis in the series Acta Universitatis Ouluensis. The survey is implemented in such a way that no personal data or other direct identification data of the respondents are collected. A summary is compiled based on the answers received during a calendar year, which is presented in the first meeting of the Publications Committee in the following year. In the summary whole answers or parts of them may be quoted, but all the data that might lead to the identification of the respondent are removed.
Processing of fees and reimbursements
The series Acta Universitatis Ouluensis and University of Oulu Study Materials are edited by the Publications Committee of the University of Oulu. The Publications Committee have determined for example the fees paid to the series editors and the reimbursements for printing expenses for doctoral theses published outside the Acta series. The series editors send their bills of costs to the library, who, after inspection, send them to the university’s human resources services for payment. The library also examines reimbursement applications for printing expenses and forwards them for payment.
Allotment and administration of ISBN identifiers
ISBN identifiers identify books intended for public use. Finland’s National ISBN Agency, who are responsible for the allotment of ISBN identifiers in Finland, provide the library with ISBN identifiers for the publisher identifier University of Oulu. The library allots ISBN numbers for University of Oulu publications on application. The library also maintains a register of allotted ISBN identifiers.
Online publishing
Oulu University Library is responsible for the centralized distribution of the electronic versions of publications through the University of Oulu publication repository. For publications published outside the series Acta Universitatis Ouluensis or University of Oulu Study Materials, online publishing can be requested using the form “Permission to publish online”.
Lawful grounds for processing your personal data
Agreement (Article 6(1)(b) of the EU General Data Protection Regulation)
A publishing agreement is made for publications published in the series Acta Universitatis Ouluensis and University of Oulu Study Materials. The publishing agreement process begins on the author’s initiative when he/she fills in the agreement form and sends it to the library for processing. The execution of the agreement requires processing of personal data. The processing is necessary for administering the publishing process and implementing the other obligations associated with the agreement.
The rector of the university nominates the faculty-specific series editors, who are responsible for the examination and approval of publications to be published in the series. The task is an obligation specified in the employment contract of the series editors, and a fee is paid based on it. The processing of personal data is necessary, for example to enable the payment of the fee.
Public interest (Article 6(1)(e) of the EU General Data Protection Regulation)
The function of Oulu University Library is to promote, through the services it provides, research and publishing activity, which is part of the wider mission of the University of Oulu, as specified in Section 2 of the Universities Act, to promote independent academic research as well as academic and artistic education, to provide research-based higher education and to educate students to serve their country and humanity at large.
The processing of personal data is necessary for the provision of services related to publishing, the allotment and administration of ISBN identifiers, and the provision of online publishing services.
Legitimate interest (Article 6(1)(f) of the EU General Data Protection Regulation)
Personal data are processed in connection with the processing of reimbursement applications for the printing expenses of doctoral theses. With the reimbursement practice the university aims to support researchers who publish their doctoral theses outside the university’s own publication series. The submitting of an application is voluntary. The processing of personal data is based on the university’s legitimate interest in processing reimbursement applications and administering this form of support.
Personal data to be processed and their retention periods
Publishing in the series Acta Universitatis Ouluensis and University of Oulu Study Materials
The following personal data are processed in connection with the publishing process. Herein “publication” refers to the version meant to be published. In addition, a separate electronic version is published and archived into the University of Oulu publication repository, where it is permanently preserved. There is a separate data protection notice for the publication repository.
Some of the personal data are included in the publication itself, some only in the publishing agreement.
Data included in publications
- Name of author/editor
- Title of publication
- Series information and ISBN of publication
- Names of the supervisor, preliminary examiner and opponent of the doctoral thesis. Place and time of the public defence of the thesis.
Data processed in the agreement and during the process which are not included in the publication
- Telephone number, address and e-mail address of author/editor
- Name of graduate school coordinator
- Name and contact details of language reviewer
- Name of representative of the Acta editorial office
Retention period: 10 years
Processing of series editors’ fee data
- First and last name, personal identity code, telephone number, address, and e-mail address of the issuer of the invoice
- IBAN/bank account number
- Name of commissioner and approver
Retention period: The most recent invoice is retained. The bills of costs of series editors whose term has ended are removed when all the fees have been paid.
Processing of reimbursement applications for printing expenses
- Applicant’s first and last name, personal identity code, telephone number, address,
e-mail address - IBAN/bank account number
- Original invoice for printing expenses and its receipt
Retention period: Not retained in the library after the reimbursement application has been reviewed and dispatched.
ISBN application form
- Name of author/editor
- Tile and series of publication
- Name, telephone number and e-mail address of person applying for ISBN identifier
- ISBN identifier
Retention period: 2 years
ISBN register
- Name of author/editor
- Tile of publication
- e-mail address of person applying for ISBN identifier
- ISBN identifier
Retention period: 2 years
Online publishing
Data processed on the ”Permission to publish online” form
- Name of author
- Title and series of publication
- ISBN identifier
The authors’ personal details that appear in the publications may vary by publication, depending for example on the publication channel. The publications may also include other personal details in addition to the ones listed above.
Retention period: The retention period for the ”Permission to publish” form is 10 years. The archived publication is permanently preserved in the publication repository.
Feedback questionnaire on the doctoral thesis publishing process
The feedback questionnaire on the doctoral thesis publishing process is sent to all who have published their doctoral thesis in the series Acta Universitatis Ouluensis. The objective of the questionnaire is to gather feedback on the fluency and development needs of the publishing process. No direct identification data are collected in the questionnaire, but the information given in it may lead to the identification of the respondent. The respondents may be identified for example on the basis of their faculty, since in some faculties only a small number of doctoral theses are published. Since disclosing the faculty information is not compulsory, respondents are allowed to withhold it.
Retention period: Until the end of the year the response in given.
Sources of personal data
We get personal data mainly from the data subjects themselves.
In the publishing agreement the data subject also discloses the personal data of other persons, such as the supervisor, preliminary examiner, opponent and language reviewer of the thesis.
Online publications may include the personal data of other individuals besides the editor of the publication.
Recipients of personal data
The personal data are stored on a University of Oulu server.
After completing the publishing agreement, the library uploads it to the UniOulu Sign service, where the author and series editor sign it. The series editor sends the signed publishing agreement to the printing house PunaMusta Oy.
The metadata of the publication are stored in the University of Oulu research information system.
The online version of the publication is stored in the University of Oulu publication repository.
The ready-for-printing version of the publication is sent to the printing house PunaMusta Oy.
The series editor’s bill of costs is submitted to the University of Oulu Human Resources Services.
The reimbursement application for the printing expenses of the doctoral thesis is submitted to the travel services team of the University of Oulu.
The personal data are not transferred outside the EU or EEA.
Automated decision-making and profiling
The data are not used for profiling. The processing does not involve automated decision-making.
General description of technical and organisational protection measures
As the data controller the university employs appropriate technical and organisational measures to protect the personal data from unauthorized or unlawful processing and from damaging or loss of the data.
The persons who process the personal data only have access rights that are necessary for them to perform their job functions.
An agreement on the processing of personal data has been made with the printing house responsible for the printing of the publication.
Your rights
If you are registered, you have the following rights:
- Right of access to the data
- Right to have incorrect data rectified
- In certain situations, right to have the data erased (right to be forgotten”)
- In certain situations, right to restriction of processing
- In certain situations, right to object to processing
- In certain situations, right to have the data transferred from one system to another, if the processing is based on consent or agreement and is carried out automatically
Please note that applicability and scope of the above rights are determined on a case-by-case basis, in accordance with the European Union’s General Data Protection Regulation, depending for example on the basis for processing in question, and that you do not have the above rights in all cases.
If you have any questions regarding your rights, please contact the university’s data protection officer.
Send requests by e-mail to: kirjaamo@oulu.fi.
You also have a right to lodge a complaint about the processing of your personal data with the Data Protection Ombudsman, contact details: https://tietosuoja.fi/en/notification-to-the-data-protection-ombudsman.
In information skills training we process personal information in accordance with the university’s policy.